Explanation
BACKGROUND: This ordinance is for the option to establish a Universal Term Contract to purchase Automotive Preventive Maintenance Services for the Fleet Management Division. Automotive Preventive Maintenance Services is used by the Fleet Management Division on many vehicles in the City of Columbus fleet. The term of the proposed option contract will be two (2) years, expiring August 31, 2014, with the option to renew for two (2) additional one (1) year periods. The Purchasing Office opened formal bids on February 21, 2013.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004800). One Hundred and Thirty two (132) bids were solicited (M1A-1, F1-2, MBR-1). Two (2) bids were received. The solicitation requested firm pricing for the services requested.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications.
The McGlaughlin Oil Co. / Fas Lube, Inc., CC# 314412774 (Expires 5/31/14)
Total Estimated Annual Expenditure: $70,000.00
The company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings for Recovery Database.
This ordinance is being submitted as an emergency because, without emergency action, the availability of Automotive Preventive Maintenance Services which are used for various vehicles would be slowed, causing the Fleet Management Division a delay in both making vehicle repairs and getting vehicles back into commission for use.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Automotive Preventive Maintenance Services with The McGlaughlin Oil Co. / Fas Lube, Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 21, 2013 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining optimal products/services at low prices, and 2) encouraging economic development by improving access to City bid opportunities, and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because there is a need to maintain Automotive Preventive Maintenance Services for vehicles within City Agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of various City Agencies in that it is immediately necessary to enter into a contract for the option to purchase Automotive Preventive Maintenance Services, thereby preserving the public health, peace, property, safety, and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Finance and Management Director be and is hereby authorized to enter into the following contract for an option to purchase Automotive Preventive Maintenance Services for the term ending August 30, 2014, with the option to renew for two (2) additional one (1) year periods subject to mutual agreement in accordance with Solicitation No. SA004800 as follows:
The McGlaughlin Oil Co. / Fas Lube, Inc., Awarded all Lines: $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3: That for the reason stated in the preamble here to, which is hereby made a party hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.